Best Practices: Planning, Execution and Follow-Up

Workplace Blood Drives can be organized by any group of individuals within the company who have the authority, commitment and initiative to carry out the work. The size of the organization often determines who takes the lead in establishing the blood drive team and the size of that team.

Blood drive campaigns are most successful when the President, CEO or Executive Manager makes a strong commitment to them and communicates that commitment to all employees.

These best practices reflect lessons learned and offer tips for success from members of the New Jersey Workplace Blood Donor Coalition. They represent organizations with experience in conducting workplace blood drives.

I. The Pre-Drive Planning Stage:

How to Organize a Successful Blood Drive

The President/CEO/Executive Manager should:

Assign a dedicated and highly respected staff member to take on program management responsibility as the Blood Drive Coordinator

Consider including this assignment in the employee’s job description – objectives for the year might include, for example: Conduct four blood drives in which you will:

Increase donors by X percent, and

Increase units donated by X percent

Evaluate performance on these objectives just as on any other objective in the job description, and thereby:

Establish blood drives as “real work” rather than an add-on to do if time permits.

Obligate top management to ensure that the assigned staff member has necessary resources to get job done

The Blood Drive Coordinator should:

Plan ahead, plan early and manage all details of the donation process

Meet with the blood bank nearest you to plan blood drives at your workplace

Arrange dates, locations and times for each blood drive scheduled for the year

Schedule blood drives at regular times during the year so that donors can anticipate and book upcoming blood drives

Schedule blood drives far enough apart so that donors can give blood at all company blood drives

Establish a timeline of activities leading up to each blood drive [See Blood Drive Tool Kit Manual p. 8]

Set overall goals for each blood drive and for the entire year.

Make the blood drive competitive among departments and set goals that each department is expected to achieve for the year

Stay in contact with the blood bank representative for advice and assistance

Ask to be kept up-to-date with any changes of rules such as eligibility for blood donation

Form a committee of Blood Drive Captains from all levels of the workplace to promote the drive among employees

Hold a kickoff meeting with the workplace blood drive committee and blood bank representative to discuss how each drive will run

Make an appointment schedule for the blood drive with specific times for donors to sign up to donate

Schedule appointments to increase donor accountability (donors are more likely to donate if they have an appointment)

Keep senior management involved

Have a strong & vocal executive leadership team that supports the planning initiative and encourages employee participation

Encourage senior management to participate by giving blood

Photograph a senior executive donating blood and publicize that donation within the organization

Partner with neighboring businesses and state agencies to increase donors at your blood drive

Send reminder e-mail the day before the blood drive to all donors w/tips on how to prepare for donation

Make a short presentation at staff and group meetings announcing the workplace blood drive and emphasize the importance of donating. Some helpful materials in the Blood Drive Tool Kit include:

“Save 3 Lives…Campaign Fact Sheet”

“About Blood Donation Fact Sheet”

Assure employees that taking work time to give blood is endorsed by senior staff

Ask your top executive to personally communicate the importance of the blood donation drive by e-mailing companywide memos announcing the blood drive

Post dates of the blood drive on the organization’s internal calendar and/or intranet site

Make the importance of donating blood immediate and real by sharing testimonials from co-workers whose lives have been touched by blood donations. [See blood drive customizable poster in the Blood Drive Tool Kit.]

Foster a buddy system that makes donation easier for first-time donors:

Place first-time donors with someone who is already a donor

Accompany the first-time donor to the blood drive

Create groups that would like to donate at the same time

lock out certain times that first-time donors can attend together with their buddies

II. The Day of the Drive:

Duties of Blood Drive Coordinator

Conduct each blood drive with help from the blood drive committee, the blood drive captains and your blood bank representative

Post signage directing people to the blood drive

Arrive early each day of the drive

Mark parking spots for donors and volunteers who do not normally work at the blood drive location

Assist blood bank drivers, food services and security with set-up

Make sure the drive is adequately staffed

Assign volunteers to their areas of responsibility

Provide registration forms and assist prospective donors through the process

Monitor donors for reactions. If they appear sick do not allow them to leave and seek appropriate medical help

Arrange for snacks, drinks and lunch for the donors, volunteers and blood bank staff

Create a spreadsheet for tracking data and input statistics daily

Provide monitors to show videos as entertainment for donors

Assign someone to contact any donors who have not arrived on time for their appointment

Distribute a questionnaire/evaluation sheet to donors about the donation experience